Executive Secretary IIAccountant II

Position Title: Executive Secretary II/Accountant II

Department: Division of Operation and Department of Human Resources

Reports To: Deputy Superintendent of Operations/Executive Director of Human

Resources

Contract: 261 Days

Hours: 8:00 am - 3:30 pm

Pay Grade: G(Minimum $39150-Maximum $57472)plus Executive Secretary II Supplement of $1750 and Accountant II supplement of $2500.

Benefits: Competitive benefits package equal to approximately 35% of direct compensation.

Start Date: March 17 2026

Summary:

Serves as the Executive Secretary to the Deputy Superintendent of Operations and the Secretary for the Human Resources Department. Primary responsibilities will be to assist the Deputy Superintendent with all functions of the Operations addition this position will handle Human Resources functions outlined below.

Essential Duties and Responsibilities:

• Personnel Actions

1. Preparing Personnel Actions
2. Preparing Action Sheet
3. Uploading to BoardDocs
4. Preparing Board Approval Letters
5. Preparing Retiree State Letters / uploading to Personnel file and mailing to State Dept.
6. Scanning Board Approval Letters to Payroll / Digital Drawer
7. Mailing Board Approval Letters
8. Preparing Contracts
9. Mailing Contracts
10. Including inserts with each board letter to employees

• Maintaining Retirements (Book) / Online

1. Preparing Early Retirement list for payroll / state

• Maintaining Service Seniority (Book) / Online

1. Maintain Book every two weeks from personnel actions or as needed
2. Print twice a year seniority books and distribute to all schools etc.

• Contracts

1. Yearly Renewals (Coaching / Professional / Service / Substitutes)
2. Print contracts for all personnel actions
3. Record keeping / tracking of returned contracts (Professional / Service / Substitute Service)

• WVEIS (EMS)

1. Adding new Professional / Service / Substitute Service Employees
2. Transferring employees per personnel actions
3. Deactivating employees per personnel actions

• WVEIS (HMS)

1. Adding new Professional / Service / Perm Substitute Employees
2. Transferring employees per personnel actions
3. Resigning / Retiring / Terminating employees per personnel actions
4. Making corrections for certified list

• Tag File

1. Setting up Tag files for New full-time service / professional employees
2. Transferring employees as needed
3. Deleting employees out of tag files after receiving continuing contracts

• Purchase Orders

1. Input information in ESM
2. Obtain information needed for vendor packets
3. Scan to Purchasing Department

• Performing additional reasonable job-related responsibilities assigned by the immediate supervisors.

Secretary III Essential Duties and Responsibilities

• Communicates collaborates and cooperates with colleagues supervisors.
• Makes and receives telephone calls takes messages routes calls
• Maintains school records and files for building principal and related requirements
• Distributes mail
• Greets visitors works with parents professional and non-certified staff in pleasant and efficient manner

• Types prepares distributes files records/reports correspondence mailings etc. related to building functions and principal needs
• Processes attendance/payroll for the building staff
• Takes/transcribes notes for correspondence
• Orders processes and maintains office materials and equipment
• Maintains confidential records and confidentiality
• Administers medication according to policy and regulations if necessary.
• Operates standard office equipment
• Takes in-service training as stipulated
• Distributes district flyers
• Performs duties in accordance to contract W. Va. Code and policies.
• Other duties may be assigned.

Accountant II Essential Duties and responsibilities

• Communicates collaborates and cooperates with colleagues and supervisors.
• Follow Accounting Procedures for Public Schools in the State of WV as established by the State Board of Education

• Makes and receives telephone calls takes messages routes calls
• Maintains records and files for building and related requirements
• Distributes mail
• Greets visitors works with parents professional and non-certified staff in a pleasant and efficient manner

• Types prepares distributes files records/reports correspondence mailings etc. related to building functions
• Orders processes and maintains office materials and equipment
• Maintains confidential records
• Takes in-service training as stipulated
• Organize accounting records in numerical/alphabetical format
• Issue purchase orders and checks for disbursements
• Maintain chart of accounts
• Reconcile monthly bank statements
• Obtain signatures for all required financial documents
• Request W-9s for all new vendor applicants
• Performs duties in accordance to contract W. Va. Code and policies.
• Other duties may be assigned.

Maintains positive work habits by:

1. Adhering to appropriate safety hygiene and health standards and maintaining safety of work area.
2. Adhering to schedules; being punctual.
3. Demonstrating flexibility and adjusting to change.
4. Adhering to implementing new responsibilities and assignments.
5. Working cooperatively with the educational team as well as demonstrating courtesy and tact in interpersonal relations.
6. Using good judgment and making sound decisions.
7. Adhering to all school county and state policies and procedures.
8. Demonstrating dependability.
9. Understanding and implementing the job description.
10. Being flexible and able to multi-task

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATION REQUIREMENTS:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Take and pass the WV Department of Educations competency exams for secretary and accountant II classification.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED).

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS:

Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES:

Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and fellow staff members. Ability to develop effective working relationships with staff and the school community. Ability to communicate clearly and concisely both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand walk and sit. The employee is occasionally required to stoop kneel crouch or crawl. The employee will occasionally lift and/or push up to 50 lbs. Specific vision abilities required by this job include close vision distance vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

EVALUATION: Job performance is evaluated in accordance to district guidelines by the district supervisor.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Required Experience:

Junior IC